Complete Guide: Why You Should Use Digital Mailrooms? ✉️
Digital mailrooms are the talk of the town these days. Organizations are adopting them, residential…
Consider the digital transformation of familiar industries in the past decade. Online medical records have replaced those clunky charts that once filled shelf after shelf in doctors’ offices. Students get e-textbooks instead of weighing down their backpacks with “doorstops” that have to be returned or sold back later. And retail establishments now give the option for e-receipts, so you don’t have to manage a wallet full of crinkled receipts just to make a return.
These slick digital processes are all around us, and for a good reason. They save time and manpower and eliminate errors. If you deal with mail management, you might be surprised to learn all that digitized processes can do to simplify your life. Good mailroom software can lighten your load significantly while keeping your customers happier than ever.
While mailroom software is a wise investment for most mailrooms, it is particularly game-changing for those within certain industries. Let’s take a closer look.
Apartments and residential buildings need an efficient mail management software to handle influx of deliveries. Some software programs can integrate with your residential directory for easy administration. Scan and track options can allow people to sort their mail digitally, indicating whether they want to toss a piece of mail or reroute a package to a neighbor for delivery if they are out of town. Features like these help reduce delays and errors and decrease overall foot traffic in a facility.
This software is also helpful for non-traditional deliveries (of take-out food, groceries, laundry, etc.), which are also creating a beehive of activity in residential facilities right now.
This one’s a no-brainer. If mail management is your bread and butter, you’ll want to avail yourself of all of the benefits that mailroom software offers, including scan and track programs that allow you to scan and transmit images of mail and packages and allow recipients to help direct delivery.
Students studying at a college or a university—especially those without cars—may not have easy access to shopping centers. Due to transportation constraints and limited time, many students lean heavily on online shopping and package delivery. Add to that, professors receiving and sending mail, and mailroom software become indispensable for institutions of higher learning.
Offices and coworking spaces can pose challenges for mail delivery. Employees come and go, and you might have a different person responsible for picking up the mail, depending on who’s in the office that day. Digital processes can enable those changes quickly and securely with password-protected authorizations.
Photos of deliveries transmitted through emails or texts can help save staff time; they can know at a glance whether they need to stop their busy workflow from getting an urgent package or if they can wait until things slow down for less pressing deliveries. In addition, smart programs can process labels and convey to workers whether mail is fragile, time-sensitive, or confidential.
It is important to ensure the safety of your guest’s packages. A mail management system help you maintain the record of incoming packages. Using an efficient mail system can help you prevent package theft.
Whether you are dealing with medical service providers or insurance, healthcare mailrooms get heavy play given all of the paperwork. Keep in mind that much of this mail must be handled with speed so that important medical authorizations and procedures will not be delayed. The software can lend the accuracy and efficiency needed in this environment.
Given their size, many governmental agencies are naturally going to be dealing with a lot of mail. Add to that the fact that the government, while moving toward digital platforms, is not entirely online yet. Thus, these agencies tend to have a larger amount of physical mail than you see in other organizations. Digital mailroom processes can help deal with the volume.
Here are just a few specific reasons companies are digitizing mailroom processes:
Digital processes reduce the number of people who touch a package or piece of mail, minimizing loss and theft. They close up margins of error and ensure that mail gets into the right hands.
Going digital can minimize human contact, which matters during the global pandemic.
Good mailroom software can reduce the amount of paper mail that must be stored in mailrooms. It also ensures that space for packages is used efficiently and that packages are moved on to the correct recipients as soon as possible.
Digital scan-and-sort programs can be administered from a wide variety of devices, which makes them far more versatile than the traditional hand-held bar scanner, but above all, they are more accurate. Features like optical character recognition eliminate the need for error-prone manual input, and artificial intelligence can even help fill in the blanks on labels that are obscured or partially missing.
Digital systems allow for quick communications between the mailroom and recipients. People know right away what is delivered and can easily signal their intentions regarding pickup or delivery so that things aren’t left languishing in the mailroom.
Software allows you to search mail in different ways, such as by sender, recipient and date, so you have quick, organized access to mail and processes.
Mailroom attendants and mail recipients alike benefit from the fact that things like mail scans and delivery updates can be accessed from anywhere and at any time.
Mailroom software is typically the domain of medium to large organizations, but even small entities are jumping on the bandwagon with cost-effective, scalable mailroom apps. At PackageX, our clients have called our internal mail systems “crazy fast” and reported that they have sped up their processes by 95%.You can also use our ROI calculator to see how much you could be saving by switching over.